Policy Statement
HUGG is a charity which is volunteer led. Volunteers help us achieve our charitable purpose and associated goals. Volunteers are our most important resource. We recognise that it is crucial we continue to provide opportunities to people bereaved by suicide to volunteer with HUGG. We provide appropriate support and supervision to allow volunteers to realise their full potential in their role with HUGG. We appreciate and value the significant contributions that volunteers make to the aims and objectives of HUGG. We are committed to compliance with all relevant legislative obligations relating to the environment in which our volunteers carry out their role.

 

Eligibility
HUGG will consider anyone over 21 years old who wishes to volunteer, and is 3 years or more bereaved by suicide. Prospective volunteers must demonstrate a commitment to the aims of HUGG and their availability as volunteers must align with the needs of HUGG. Given the costs associated with recruitment, training and ongoing support, Volunteers are asked to commit to HUGG for a minimum of 12-18 months.

 

We have a volunteer recruitment process, which is free from any unlawful discrimination. However, for some volunteer roles, specific selection criteria may apply to determine the suitability of a volunteer candidate to a particular role. In addition, selection criteria may become relevant where there are more applicants for a particular volunteer role than positions available. Selection criteria are based on the relevant skills, qualifications and experience of volunteer candidates.

 

Recruitment and Selection
Depending on the role to be filled, our recruitment and selection process may include the following stages:

  • Preparing a Volunteer Role Description;
  • Preparing and placing a volunteer recruitment advertisement;
  • Agreeing selection criteria;
  • Meeting volunteer candidates, collectively or individually, to discuss the nature and expectations of the volunteer role;
  • Shortlisting applicants against agreed selection criteria;
  • Notifying interview candidates and unsuccessful applicants;
  • Interviewing of volunteer candidates by 2 members of the HUGG Team;
  • Assessing candidates against agreed selection criteria;
  • Offering a volunteer role to the successful candidate(s);
  • Notifying unsuccessful candidates;
  • Verifying character references and if required relevant educational qualifications of successful candidate(s);
  • Providing all volunteers with appropriate training as necessary to fulfil their role;
  • On successful completion of HUGG training provided issuing a Volunteer Agreement and a Code of
  • Conduct Agreement for the volunteer’s signature;
  • Ratification of appointments by the board of charity trustee where required;
  • Providing interview feedback to unsuccessful candidates who request it.

 
Confidentiality and Data Protection
HUGG respects the right to privacy and confidentiality of our volunteers and prospective volunteers.

HUGG may from time to time in the course of administering its business, and exercising its legal rights and performing its legal obligations in connection with the recruitment of volunteers, need to process both personal data and special categories of personal data (including, for example, information relating to health). HUGG will process such data in accordance with the applicable data protection legislation including the General Data Protection Regulation and implementing legislation. Further details in relation to what personal data is collected in relation to volunteers or prospective volunteers, and the purposes for which such data may be used are set out in HUGG’s data protection policy, (which may be amended or updated from time to time).

 

Character and Qualification Reference Checks
Character references checks and any verification of educational qualifications, if required, which involves contact with third parties will only take place once HUGG forms a clear view that it would like to recruit a volunteer candidate. HUGG will always request the permission of the candidate volunteer in advance of checking references or qualifications. Reference checks for every candidate volunteer are carried out in the same way. It is the policy of HUGG to seek [2] references, preferably from separate sources e.g. academic, employment, volunteering etc.

 
Training and Development
Before a volunteer commences their role, they will complete training relevant to the role. The volunteer will be provided with a detailed Volunteer Role Description. The Volunteer Role Description specifies the responsibilities and tasks involved in the volunteer’s role, HUGG’s expectation as to the manner in which these responsibilities and tasks will be carried out and any other relevant information applicable to the role.

 

The volunteer will have an opportunity to voice any queries they may have about their role. In addition, the volunteer will be provided with information about:

  • The vision, mission values and organisational structure of HUGG;
  • How their role fits within the broader purpose of HUGG;
  • The supports available to volunteers in HUGG including key contacts, information about the volunteer’s manager and communication channels within HUGG;
  • The type of commitment expected of volunteers;
  • The space, equipment and facilities necessary for the volunteer to carry out their role;
  • Health and safety, including any applicable risk assessments in respect of the volunteer’s role;
  • HUGG’s Code of Conduct for Volunteers;
  • Details of HUGG’s grievance and disciplinary procedures(link to policy)
  • All other relevant policies and procedures of HUGG;

An appropriate level of training is offered to all volunteers to enable them to fulfil their role as effectively as possible.

 

Trial Period
A trial period may be set in respect of volunteer roles to ensure both the volunteer and HUGG are satisfied with the volunteering arrangement. The duration of the trial period is dependent on the nature and hours of the role.

 

Support and Supervision for Volunteer Facilitators
Volunteers have access to internal and external support during their trial period and throughout their volunteering period. Challenges that arise will be dealt with in a fair, open and efficient way and in line with HUGG’s grievance and disciplinary procedures. All volunteers are allocated a designated supervisor/point of contact if they have any questions about their role or if any difficulties arise in the course of carrying out their role.

 

Expenses
Volunteers may be reimbursed for receipted expenses incurred, in line with the HUGG’s policies and procedures and by prior arrangement only. Expenses are submitted on a monthly basis only.

 

Review of Policy
The Board of Charity trustees will review this policy annually or as appropriate. The Chief Executive Officer is responsible for ensuring that this policy is implemented effectively. All other staff and volunteers, including Charity Trustees, are expected to facilitate this process.

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